PAYMENT APPROVAL FORM
Money from…debit cards should not be used until two authorized people have signed a Payment Approval Form. They should not sign this form until it is
filled out completely (Handbook 1, 14.6.8) . Those authorized to sign the Payment Approval Form include the bishop or branch president and counselors, stake or
district presidents and counselors. Supporting documents such as invoices, bills, or receipts should be attached to this form. If funds are advanced to a member, that
person signs the form acknowledging receipt of the money, noting the date and the amount. When an excess cash is returned, the person returning the cash and the
bishop/president receiving the excess cash should complete the "FOR CASH ADVANCE ONLY" section of this form.
Swipe Reimbursement Cash Advance
Ward/Branch or Stake/District Activity Date Amount of payment request
Payee: Name of requestor or person to be paid or entity for swiped transaction(s) Payment Category
Budget Fast Offering Other
Payment purpose (Name of activity or detailed description)
Only fill out this section for fast offering expenditures.
Fast Offering (Attach Bishop's Guide to Self-Reliance Plan, page 1 and Fast Offering Assistance Request form)
Food Medical Short-Term Shelter (Housing) Utilities Other
Name of Recipient MRN
Name and signature of organization leader / Requestor Date: Signature of member receiving Fast Offering assistance
(Please verify the items received before signing)
1ST APPROVER (Required) 2ND APPROVER (Required)
Bishop/Branch President or Stake/District President printed name and signature Ward/Branch Counselor or Stake/District Counselor printed name and signature
Date: Date:
FOR REIMBURSEMENT ONLY
Signature of person receiving cash reimbursement (sign only upon receiving cash) Date
FOR CASH ADVANCE ONLY
I received the following cash advance. I will give a full accounting of this cash advance by providing official receipts, invoices and by returning the excess cash.
Signature of person receiving cash advance Date:
Amount of cash received
Signature of person returning excess cash Date:
Amount spent (must have supporting documents)
Bishop/President signature (upon receipt of excess cash) Date:
Excess cash returned
THIS PORTION IS FOR CLERKS USE ONLY:
Reference Number (YYYYMMDD-Amount) corresponds to the cash withdrawal date and Y Y Y Y M M D D AMOUNT Seq #
withdrawn/swiped amount to facilitate reconciliation
Seq# is to be used when there are multiple activities in one cash withdrawal
Sample: (Cash) 2020 0203-10,011-1 (Swiped) 2020 0203 - 2,311.74
(ML) 2020 0203-10,085-1
STEPS ON HOW TO FILL OUT THE PAYMENT APPROVAL FORM (PAF)
Step 1 - Ward or stake officer fills out the Payment Approval Form and gives to the bishop or stake president for upcoming activity.
Step 2 - Bishop and his counselor or stake president and his counselor (not the Stake Audit Committee Chairman) approves Payment Approval Form.
Step 3 - Bishop or stake president goes to the ATM to withdraw cash.
Step 4 - Ward or stake officer receives cash and signs the Payment Approval Form.
Step 5 - Ward or stake officer returns receipt and excess cash and signs the form. Bishop or stake president also signs the form to acknowlede receipt of excess cash.
Budget Allowance
If necessary, leaders should reduce and simplify activities to stay within budget allowance. Most activities should be simple and have little or no cost . Expenditures must
be approved by the stake presidency or bishopric before they are incurred . (Handbook 1, 14.7.2.2)
Liquidation of Expenses
a. Cash advances and cash withdrawals must be liquidated within 2 weeks. (Swiped transactions are automatically posted in the system.)
b. Avoid lump sum liquidation for SYC / YSA / FSY Conferences, Calamity Fast Offering Assistance and other large expenditures.
c. Payment Approval Form must be properly filled out and signed before encoding in LCR.
d. Scan and upload to Leader and Clerk Resources the Payment Approval Form, invoices, receipts, billing statements, Bishops Guide to the Self Reliance Plan (page 1),
Fast Offering Assistance Request form, approved Temple Patron Assistance (TPA) form and other applicable supporting documents.
File Retention
Payment Approval Forms and all supporting documents must be secured properly for audit purposes and should be retained for 10 years plus the current year.
Feb 2020
